OpenKM Review

Capture Information From Any Digital Source

The ability to capture unstructured information from any digital source is among the valuable and efficient features available in OpenKM. When we speak of a digital source, this refers to any resource in a digitized form which can be read and scanned electronically. Examples of digital sources are document collections that are converted into machine-readable form for online access, scanned text images, databases accessible online, storage devices, digital audio and video clips, and more.

Modify And Enrich Documents With Accumulated Information

The collected information is then stored in a single workspace where users can access, view, and edit it, providing a highly valuable repository of corporate information assets accessible from a single application. Users will be able to have full control over all the information captured by the software. They can use the information to modify and enrich the documents they are distributing throughout their organization or team.

Collaborate With Your Colleagues On Documents And Projects

The electronic document and record management software makes it much easier for users to collaborate with their coworkers and colleagues. They will be able to easily find and share the information, content, and documents that others need so they can perform their tasks, resolve issues, complete projects, and make decisions faster.

Version Control Features

Version control features are also present in OpenKM, making it an integrated version control solution. Team members can check in and check out document revisions using a standardized model. As they review or modify documents, they can also add annotations or comments. If they want to view and access the previous versions of a document and restore them, the software allows them to do that with ease.

Create Workflows That Are Linked With Document Management

In OpenKM, document, content, and knowledge creation and management are all linked with workflows and processes. This means as users engage in transactions and perform their tasks based on their roles, the software makes sure that all the documents they need are stored and organized in such a way that it meets the needs and requirements of their workflows.

To be able to do this, the software comes with a built-in workflow engine which enables users to build intricate workflows based on business logic. This engine supports the creation of both simple and complex workflows, including serial and parallel workflows. Serial workflows are processes wherein one action or activity must be completed first before one is able to move to the next action or activity. When it comes to parallel workflows, these are comprised of actions and activities that can be performed all at the same time. Users can create specific workflows for reviewing, approving, and validating documents.  

Records Management

OpenKM has a set of features that are exclusively designed for records management. For instance, it has a feature called OpenKM Disposition which permits users to perform processes related to maintaining or destroying records, or transferring decisions that are documented in disposition authorities and other instruments.

Another records management feature is the Open File Plan. This feature permits users to set and enforce rules for each type of record being accessed and managed within their organization. Here, they will be able to specify where records must be retained, how long they must be retained, who must be in charge with the management of such records, and how the records should be destroyed or disposed of.

Capitalize: Convert Information Into Valuable And Actionable Enterprise Assets

With OpenKM, businesses and teams are provided with ways that allow them to make sense of any information, document, or knowledge they are storing and managing within the software. They can capitalize on collected information by converting it into a valuable and actionable asset and realize the potentialities it brings to the organization. To achieve this, OpenKM delivers advanced search features such as the capability to capture metadata and use it to look for documents, sort document search results based on relevance or any criteria, tag documents, and extract keywords. Administration, automation, security, and integration features are also made available